10.5 Productivity Tools – Part 2

Posted on 06. Jul, 2007 by Jay OHare in Getting Things Done, Tech

Here’s part 2 of the productivity tools to get you out of the office:

6. Digital Audio Recorder – ~$29.00 @ Staples
A digital recorder can be an invaluable productivity tool. I use it to record meetings, notes, ideas and phone calls. It’s a great device for capturing info on the fly when you’re in a hurry or want to focus on what’s being said rather than taking notes in a meeting. I’ve even used it to record a segment of an audio book I’m listening to. If I’m in my car and hear something I need to remember, I just replay that segment and record it.

As a training tool, record the next phone conversation you have with a potential client, then replay, or better yet, have someone else listen to it and give feedback. Often you’ll find that what’s clear to you may not be to the other person.
Tip: Set a repeating reminder in your calendar to review your voice memos. They won’t do you much good unless you get them out of the device & into your system.

7. DIY Planner – Free @ www.diyplanner.com
Most commercial planners suck. They’re made for the masses and often don’t provide the right capture & planning environment. Everyone has different needs and priorities and for the most part commercial products are too general. diyplanner.com has hundreds of templates for you to make your own planner and they’re free! You might even get inspired to make your own with a program like Microsoft Publisher. Plus diyplanner.com has tons of productivity advice.

8. 43 Folders – <$20 @ Staples

There’s no tech involved in this at all and yet it’s my most trusted tool. The gist is that you have one letter or legal folder for each day of the month and one folder for each month of the year (43 folders). The stuff you need to keep track of goes into the folder for the day that you need to see it. Each day you empty the contents of that day’s folder into your in basket and move that folder to the back. It’s then part of the next month. For example if today were July 10th I’d empty the contents of the folder labeled 10 in to my in basket and move it to the back. It then becomes the 10th of August. Here is a PDF that gives all the details on how to get this set up and use it.

9. GTD – Book & info at www.davidco.com

These three letters stand for Getting Things Done, a methodology by David Allen. There’s too much to say about GTD so you’ll have to trust me on this and get the book and learn the methodology. I guarantee if you apply just half of what he preaches you’ll be 100% more productive. Here’s 21 links on GTD to get you started.

10. Apple MacbookPro – ~$2700 @ www.apple.com

I switched over a year ago and have never looked back. For a real estate professional, I can’t see any reason not to get a Mac. Notice I didn’t say abandon Windows. I understand you’ve got contract software and the MLS system still requires IE6 & Windows. Fortunately the Mac can run Windows and OS X (the Apple operating system) simultaneously. I still need Windows to run another business of mine and I’ve had no trouble running both. With a Mac you get, in my opinion, a superior platform for marketing, communicating, presenting & creating. I spend much less time fiddling with my mac than I ever did with Windows PCs. There’s tons of software (which was a big concern of mine) and the experience using most Mac apps is fantastic.

The other big plus with a Mac is tech support. Because Apple is smaller than other computer makers, tech support wait times are much shorter and you get to speak to an American who actually knows how to fix your computer. I’ve had a few occasions where I needed to contact tech support and it was the best support I’ve ever experienced.

Some might try to argue that a Mac costs more than a PC. Not true. When you configure a PC to similar specs as a Mac then factor in the fantastic marketing software that comes with a Mac, it turns out the Mac is cheaper. The misperception often comes from the fact that Apple doesn’t sell low end computers i.e. a $500 laptop.

10.5 Google 411 – Free @ 1-800-466-4411

Some 411 services for cell phones are topping $2.00 per call. This is a new FREE service from Google (yes, I know they’re taking over the world). I’ve been using it for awhile now and have had great results with Steamboat businesses. Using this service, you can:

• search for a local business by name or category.
  You can say “Giovanni’s Pizzeria” or just “pizza.”
• get connected to the business, free of charge.
• get the details by SMS if you’re using a mobile phone.
  Just say “text message.”

So program this into your speed dial and give it a shot.

See you on the trails!

Related posts:

1. 10.5 Productivity Tools – Part 1
2. Winning & Losing at 220mph